R2018-65 Accepting the Bid and Authorizing the Execution of a Contract with A. C. Pavement Striping Company for Microsurfacing CP 2018-24

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Project Description The 2018 Intergovernmental Microsurfacing project is a joint project between the City of Decatur, Macon County, Village of Mt. Zion, Village of Forsyth, Village of Warrensburg, and Hickory Point Township. Microsurfacing is focused on prolonging the life of pavements with moderate deterioration. It is designed to protect the pavement surface and slow deterioration thereby delaying the need of more expensive treatments such as mill and overlay or reconstruction. When microsurfacing is combined with a chip seal, (called a"cape seal")the pavement is further benefited by providing another layer of protection. When performed at the right time with only moderate wear on the street, microsurfacing treatments can last up to 5 years with cape seals lasting longer than that. The City's portion of the intergovernmental project will include portions of the Greendell Neighborhood and the Devonshire Neighborhood. See attached location maps for location information. The City is the lead agency as designated in the intergovernmental agreement and must appropriate the full amount for the cost of the project. The City will be responsible for paying the contractor and the other participating agencies will reimburse the City's Local Motor Fuel Tax Fund for their portions of the work in accordance with the approved agreements. The City's portion of the contract amount is $142,008.52. Letting Results The project scope and specifications were prepared by the Engineering Division in cooperation with the other participating agencies, and approved by the Illinois Department of Transportation(IDOT) for the other parties to use State Motor Fuel Tax funds. The project was advertised on May 9 and 16, 2018, and bids were opened on May 23, 2018. The results of the letting are as follows (bid tabulation attached): Bidder Bid Price Compared to Engineer's Est. Over -Under A.C. Pavement Striping Co. $1,134,144.47 3.80% Microsurfacing Contractors, LLC $1,269,539.97 16.19% Engineer's Estimate $1,092,616.20 ------ Three contractors took out bid packages and two submitted a bid proposal for the 2018 Intergovernmental Microsurfacing Project. A.C. Pavement Striping Company provided the lowest responsive and responsible bid at 3.80%above the Engineer's Estimate. A.C. Pavement Striping Company has successfully completed microsurfacing projects for the City in the past. Staff recommends that the City Council approve a contract with A.C. Pavement Striping Company to perform the 2018 Intergovernmental Microsurfacing Project. Breakdown by Work Location and Jurisdiction The following tables break down the costs of the project by location and by the jurisdictional agency involved: Page 12